You, as the resident, and we as the community managers, have responsibilities to each other. Hopefully, by clarifying these responsibilities at the very beginning, we can better achieve our objective, which is to provide quality housing to each of our residents and contribute positively to his or her lifestyle. We believe that service is the foundation of all business.
Please contact the Property Manager if you have any questions, comments or suggestions.
OFFICE HOURS
Office hours of operation are posted in the rental office. Please feel free to visit our office, call regarding service requests, or to obtain assistance. When the office is closed, please call the regular office number and a special emergency prompt number is provided. This is for emergency service calls only.
Our employees are dedicated to doing the best job possible in serving you. However, they also enjoy time with their families. Therefore, consider their time when calling after normal working hours.
The Rental Office is Located at 2315 Jamestown Drive. It is open Monday to Friday, 8:00AM-12:00 PM and 1:00PM-5:00PM. The Shadow Pines office is located at 5355 Rome Drive and office hours are posted on the entry door, Malenos’ main office (located in the Vista Bella Plaza, West Grandview Blvd. and Pacific Ave.) is open Monday through Friday from 8:00AM-12:00PM and 1:00PM-5:00PM. Please do not hesitate to visit this office when the rental office is closed.
This online Resident Handbook will allow you to read through each section and learn about your community. At the end of the handbook, you will be required to initial that your read, understand and agree to the information provided.
MOVE IN
PAYMENT OF RENT (As noted in #1 on lease agreement)
Rent is due on the 1st of each month. You may mail your rental payment or drop it off at the rental office. A late charge of $50.00 must be paid if the rent is not received by the 5th of the month in which it is due. Checks that are returned for any reason (insufficient funds, written incorrectly, no signature etc.) will be charged a return check-processing fee of $50. You may also go to our website www.malenohomes.com and pay your rent with a credit card, You can make a one-time payment or sign up to have your payment withdrawn each month. The charge to use this service varies with the card used.
SECURITY DEPOSIT (As noted in #2 on lease agreement)
Your security deposit is not rent but a deposit to ensure the fulfillment of lease conditions and as a contingency against any damages to the apartment. It shall not be applied to your last month’s rent. If you fulfill your lease according to its terms, only charges for carpet cleaning and damages will be deducted from your security deposit. Following are the conditions for return of security deposit:
INSPECTION REPORTS (As noted in #3 on lease agreement)
Upon your lease signing, both you and a management representative will inspect your new apartment. To facilitate this inspection, and to establish a record of the condition of the apartment upon your move in, a Move-In Inspection Report will be completed by the management representative and signed by both of you. If you notice any additional items within the first 5 days of move-in, please contact the rental office. Items that cannot be corrected will be noted on the inspection report. It will then be used in the move-out inspection, at which time you should also be present. This “before and after” inspection can avoid misunderstandings in the future. Maleno is not responsible for any personal items left outside where they could be damaged by plows, landscapers and etc.
LEASE
The lease is a contract obligating both parties to the terms and conditions listed. On the day set for your lease signing, which should be just prior to move in, you will receive a copy of your lease. Please read it completely and ask the leasing agent about anything that you do not fully understand. Please consult your lease for renewal procedure.
OCCUPANCY (As noted in #9 on lease agreement)
Please identify and register all persons who live in your apartment. Only those residents named on the lease and lease application are permitted to occupy your apartment. Please contact the rental office for the procedure to add another occupant to the lease. No more than 2 adults and 2 children in each residence*
RESIDENT INSURANCE (As noted in #5 on lease agreement)
A Renters’ Insurance policy will cover your personal belonging against vandalism, fire, burglary, and certain water damage as well as personal liability. The policy taken out by Maleno does not cover your personal belongings or liability. You will be held liable for any damage or injury caused by you, your family or guests.
Waterbeds are permitted in all apartments, providing you have proof of $10,000 insurance to cover damages. Waterbed insurance is generally available as an Addendum to Renters Insurance. This coverage is included in the policy offered by Maleno. Proof of insurance is required at the time of move in and at lease renewal or at the time you obtain a waterbed after moving in.
UTILITIES (As noted in #16 on lease agreement)
Those utilities not furnished by us will require a transfer from our name to the name(s) of the new resident(s). The utility company requires the resident do this. A listing of the companies is given to the resident when the Agreement to Hold Apartment form is signed. This task must be completed prior to move in. Account numbers indicating that utilities have been placed in the new resident’s name are needed at the move-in appointment in order for the new resident to take possession of the unit. Residents not taking possession of unit immediately must have utilities in their name and provide account numbers to leasing office by lease-start date. A service charge of $25.00 will be added for every month the utilities are not in resident’s name.
LEASE TERMINATION (As noted in #25 on lease agreement)
If, and provided you have complied with all the terms of your lease, including the payment of all rent, additional rent and any other charges due, then in that event only, you shall have the right to terminate your lease as of the 1st of any month. Notices received after the 1st of the month are subject to deferring to following month. You must give Management 30-days prior written notice on the 1st of any month and pay rent to the date of termination plus an amount equal to two month’s rent. This must be received by Management at the same time the 30-day notice is given.
MOVE OUT RESPONSIBILITIES
Before the inspection with Management, you should thoroughly clean the unit making it ready for the next resident. A detailed list for readying your apartment is available at the Rental Office.
KEYS AND LOCKS
The leasing office supplies a key to each dwelling unit and mailbox (if applicable). You will also be given a garage transmitter to open your garage (if applicable). If a second transmitter is needed for an extra vehicle, one will be provided at no extra charge. An access code will be provided to allow entry into the Exercise Room and pool area. If any of these items are lost or misplaced, a fee will be assessed to obtain a replacement (see management for replacement fees). Please contact management if a change of lock is necessary. Residents are not permitted to alter locks or install new locks, knockers, or other attachments to their doors. Whenever leaving your apartment, take your door key with you. If you lock yourself out, the maintenance or office personnel will unlock your door during office hours. After business hours, we will unlock your door at our convenience. If we are able, we will unlock your door for the first time as a courtesy. We will charge $25.00 for any lock outs after that. We are not able to respond to lockout calls between the hours of 10:00PM and 7:30AM. If we are unable to help you, we will advise you to call a locksmith. All keys and garage transmitters must be left in the unit when units are vacated.
GENERAL POLICIES
GENERAL
The purpose of these policies is to enable you to enjoy your apartment, the entire community and to maintain the appearance of the community. As a resident in an apartment community, you necessarily assume certain responsibilities that go along with the many benefits of the apartment lifestyle. These common rules of etiquette are designed to make the community more enjoyable for all residents.
CHILDREN
Residents are responsible for the conduct of their children and their guests’ children. Please do not leave bicycles, toys or tricycles on sidewalks. For their own safety, we recommend that children be closely supervised. Children may not leave toys lying about. Strewn toys can be a potential hazard to children’s safety, are unattractive and are an inconvenience to neighbors. Toys, bicycles, tricycles left unattended will be removed from the area. The parent may claim these items. Any item not claimed in 30 days will be disposed of. Close supervision by a parent is required when children visit the pool area.
PETS (As noted in #10 on lease agreement)
Resident agrees not to keep or allow a dog, cat or other animal on the premises at any time. If a resident violates this covenant, residents shall be subject to all remedies afforded by management, by law, or by your lease for default. In addition, at management’s option, management may terminate your lease and may take immediate possession of the premises. During any period of resident’s default under this provision, management shall be entitled to collect a penalty from resident per day for each animal on the premises as additional rent. The fine is $150.00. The cost of repairing any damage caused by the animal kept on the premises shall be charged to the resident as additional rent, and shall be collected as such.
AUTOMOBILES AND TRUCKS (As noted in #13 on lease agreement)
All cars and trucks must be registered with the rental office. If a garage is provided with your apartment, please utilize it! Ample parking has been provided for each apartment and is available to residents and guests on a first-come, first-serve basis. Please park in a manner that allows other cars easy access in and out. Don’t double park. Please park only in designated areas; other areas have been reserved to provide adequate fire lanes or facilitate trash removal. Vehicles parked in restricted areas may be towed away at the owner’s expense. Expired license plate or inspection indicates a “stored” condition and the vehicle may be removed. No vehicle maintenance may be performed within the community. Vehicles with fluid leaks may be tagged and the owner will be responsible for asphalt repairs.
OTHER VEHICLES
All motorcycles, mini-bikes, recreational vehicles, campers and semi-rigs must be approved by the rental office and registered. Fire regulations prohibit parking of a motorcycle and/or mini-bike on walkways, porches, balconies, in apartments, etc. All vehicles must be currently registered with the state, licensed and in operating condition or they will be towed away at the owner’s expense. All bikes must be stored in your garage. Commercial vehicles are prohibited, except for service or delivery purposes.
TRASH DISPOSAL AND REFUSE
Trash containers are conveniently located throughout the community. Please take all trash to these specified pick-up areas. Please do not permit small children to take trash to these areas. Place all trash in plastic bags or other secure containers to keep the trash areas neat, clean, and relatively odor-free. Plastic bags must be tied to prevent papers and other items from falling out. Please place all trash inside of the containers and not on top or beside them. Lids must be kept closed at all items. Trash is prohibited on balconies, at front doors and in hallways. Our disposal company is not able to pick up any large pieces of furniture or appliances. If you have an item that you would like disposed of, please call our office to make arrangements for a paid pick-up; or please consider donating your usable items. Please use your garbage disposal for all food items with the exception of cornhusks, potato peels, egg shells, noodles, rice, and other items that it cannot handle. The cost of removing trash not disposed of properly will be assessed to the person responsible. Christmas trees are allowed, but disposal is the resident’s responsibility and not to be left at the trash site.
RECYCLABLES
What can be recycled? Newspapers, boxes or cardboard (must be broken down), plastic bottles, tin, aluminum cans. Any of the recyclables mentioned above can be placed in the same recycled dumpster. We are all required by law to recycle, so please do your share.
DISTURBANCES
Social gatherings of residents and their guests are welcomed and encouraged provided that they do not become boisterous, obscene or generally objectionable to other residents. Noticeable drunkenness will not be tolerated. Residents are responsible for the conduct of their guests in the apartment or outside in the common areas. Stereos, radios and televisions are to be kept at minimum levels so neighbors are not disturbed. Nothing should be done in or about the building that will interfere with the rights, comfort or convenience of other residents.
COMMUNITY APPEARANCE
Since this apartment community is your home, we ask that you treat it in that way. We are proud of our community and want and need your pride in the community as well. In this way, it will be an attractive and safe place in which to live and to entertain your guests. We ask that you abide by the following policies to maintain an attractive community, a safe environment and for the protection of property.
SECURITY AND SAFETY
YOUR SAFETY (As noted in #8 on lease agreement)
Adequate protection of your property is of great concern to us. However, your security begins with your own actions. Please use any locks or other security devices provided to ensure that uninvited persons cannot gain access. Close and lock your door at all times. Be suspicious of unexpected deliveries of flowers and telegrams. These are some of the tricks used to gain entry into your apartment. The patio or balcony sliding glass door should be securely locked since this is a favorite means of unlawful entry. Although we install an industry approved lock system, a professional can override all security devices.
The best security is the individual concern of each resident for the safety of himself and his neighbor. Report suspicious persons to the rental office. Ask for identification of anyone not known to you who claim to be an employee of Maleno. Office personnel are not permitted to give out residents' apartment number or telephone numbers to visitors. Please be sure your guests have this information. If you wish service or delivery people admitted to your apartment when you are away, we require that you give us written permission in advance. Specific written instruction must always be given to the rental office when you wish anyone admitted to your apartment for any purpose. That person must show identification to receive access to your apartment.
VACATION
We recommend that you notify the mail carrier, newspaper carrier, and all other routine delivery people when you plan to be away from your home for an extended period of time. The Post Office or a neighbor can hold your mail and other deliveries until you return. A growing pile of newspapers lets too many people know you are absent. Before leaving on vacation, cupboards should be checked for unwrapped foodstuffs and garbage should be emptied. Leave a check to cover rent if the rent will be during your vacation. Your rent is due the first day of each month, whether you are here or away. Please keep all windows locked during your absence to prevent rain damage to draperies, carpeting, etc. Please check all electric appliances (i.e. stove, coffeepot, etc.) to be certain that they are unplugged or off. A timer that is connected to a light and/or radio will often deter a potential intruder. It is advisable to notify the office if you will be away for an extended period of time.
FIRE PRECAUTIONS
Please empty waste and trash containers and dispose of newspapers and magazines regularly. Please store all matches in tightly closed containers. Clean grease and spilled food daily from cooking range and oven and store cooking grease containers away from range. Never wear flimsy clothing or plastic aprons while cooking. Please keep curtains, towels, potholders, etc. away from cooking range tops. Never use combustible cleaning products or solvents indoors.
Please refrain from smoking in bed. Have plenty of ashtrays for smokers to use. Never empty ashtrays in wastebaskets until ashes have been soaked. Always keep household equipment clean and in good repair. Have worn and frayed electrical cords replaced immediately. Avoid overloading electrical circuits. Use an asbestos pad under toasters, grills and other appliances. Report any fires to the Fire Department and the office immediately. Always give an accurate and understandable address to aid fire units in locating fire. Storage of kerosene, gasoline or other flammable or explosive agents is prohibited. Fire regulations prohibit residents from storing any items in an area where water heater and furnace are located.
No outdoor fireplaces are permitted in any area. No gas grills are permitted to comply with the International Fire Code. Gas grills may be stored in your garage.
SERVICE
SERVICE REQUEST PROCEDURE
During office hours you may request service by phoning the rental office or you may go to our website www.malenohomes.com and submit your request online. The explanation of the needed service should be clear and complete. This will help us to give better service and ensure that we fully understand the request. Our goal is to satisfy your request within 24-48 hours. If this is not possible, our rental or maintenance personnel will notify you as the reason and the expected date of completion of the service. In some cases, a part may not be available. Every effort will be made to satisfy your request as soon as possible. We do not schedule maintenance appointments. Please notify us promptly of any needed repairs to equipment or fixtures.
Residents are notified of semi-annual inspections via postcard one week prior and an auto-phone call the day before the inspection. We will inspect the smoke detectors, fire extinguishers, carbon monoxide detector and change the furnace filter every 6 months. Maleno uses an automated call center to communicate important information and reminders to you; please take the time to listen to all voice mails.
In the case of an emergency, please telephone the rental office or main office immediately. If the emergency occurs after the office is closed, please telephone the office at 814-833-6516 and select option 9. Examples of items that are considered an emergency are as follows:
We ask that you be considerate of our employees during off-hours and only call upon them for service in an emergency situation. We sincerely hope that our service request procedure will provide fast, courteous and efficient service. If you have any questions regarding our service request policy, please contact a member of the rental or maintenance staff.
PEST CONTROL
We provide pest control services. Please contact the rental office if you have a specific problem. Please do not leave any food open or dirty dishes lying around. These attract insects. Soft drink bottles should be rinsed after use. Garbage and waste should never be left in the apartment.
LIGHT BULBS
All lights are fully bulbed when you move in. Replacement is your responsibility including appliance bulbs.
REDECORATING (As noted in #27 on lease agreement)
Your apartment has been cleaned and painted prior to move in. It is painted off white so that it is neutral. We suggest that it remain this color, with decorating ideas to offset the white. We also have containers of touch-up paint upon request at the office for your use to refresh the unit while you are living here. We cannot handout paint when a 30-day notice is submitted. Alterations made without written permission will be chargeable to you. Please do not use sticker type hangers (command strips) since the adhesive is difficult to remove from the wall without leaving a mark or damaging the wallboard itself. You have permission to use nails, screws and tacks to hang things on the wall. We prefer the suction cup type only on the front door. Strippable wallpaper and contrasting paint colors may be used with prior permission. However, walls must be returned to their original condition prior to move out. No “contact paper” may be used in the cabinets. Please use shelf liner.
CARPET CARE (As noted in #13 on lease agreement)
The care and maintenance of the carpet is your responsibility. A bottle of carpet solution is provided to you for your use should there be any spills on the carpet. This bottle is refillable at the office should you need more. The carpet should be vacuumed frequently. Please exercise caution in shampooing carpet. Residue remaining can rapidly re-soiling or may damage the carpet or the fabric. There is also the danger of over wetting, which can result in a delayed reaction of brown spots. If your carpeting has spots and you are not certain how to remove them, please call maintenance for advice concerning the best method to use. No carpeting that adheres to the floor (tacked, glued, etc.) should be installed without the prior written permission of the rental office. You will be liable for the cost of removing this carpeting upon move-out.
VINYL FLOORS
Regular cleaning and the application of regular floor finish best protects tile floors from damage. Maintaining a coating of floor finish over a tile floor also enhances the appearance of the room. Floor finish companies claim that their product helps to prevent slipping.
COUNTER TOPS
The counter tops in your kitchen are of high-grade laminate. While a very durable substance, this laminate is not impervious to severe heat and staining. Substances that may leave stains should be wiped off promptly and hot pads utilized as required protecting the surface. Please do not cut items with a sharp knife directly on your counter top. Replacement costs are passed onto the resident.
WATER SUPPLY
If the water supply is not hot, please report it to the rental office immediately. If there are any leaking water pipes, dripping faucets or continually running toilet tanks, please report it and we will have it repaired
COMMODES
The sewer system is sufficient to handle all normal drainage. The following items will result in chargeable damage: paper towels, facial tissue, disposable diapers, sanitary napkins, etc. These and similar items must not be flushed. Care should be taken to avoid dropping foreign objects into the commode. Please don’t dispose of grease in the sinks or toilets. All grease should be disposed of with garbage in the proper receptacle. Damage caused by negligence will be charged to the resident. Should your commode overflow, immediately stop the flow of water by turning the handle located under the tank in a clockwise direction. Then please call the office.
PLUMBING LEAKS - BURST WATER PIPES
At your move-in inspection, the management representative explained the location of the main water shut off valve in your apartment. If you discover a water leak or a pipe freezes and bursts, please turn this valve off (rotate clockwise) and notify the rental office immediately. To help prevent frozen pipes during extremely cold weather, open cabinet doors in the kitchen and bathroom and do not let the temperature in the unit drop below 60 degrees. Water should be left running slowly in the kitchen and bathroom. Please turn in a service request if the caulked areas around the bathtub, tile and windows are badly cracked, broken or chipped. Water seepage can cause severe damage to your apartment as well as your neighbors.
ELECTRICITY
During your original move in inspection, the management representative explained the location of the circuit breaker box in your apartment. If the lights go out, please check this circuit breaker box. A tripped breaker must be tripped to the OFF position and back to RESET. However, only one appliance should be on the same circuit. Otherwise, you risk damage to the wiring and fuse box. Please check for any condition that may be overloading the circuit, i.e. too many appliances on the same circuit. Ground fault interrupters (GFIs) are located in the kitchen, bathrooms, and garage. If an outlet is not working in these areas, you will see a yellow light illuminated on the outlet. Please push small button in center of outlet to reset.
AIR CONDITIONING AND HEATING (see Additional Agreements on lease agreement)
SNOW REMOVAL (As noted in #13 on lease agreement)
On weekdays, Snow Plowing and salting will begin at 7:30 AM if snowfall is more than 2”. Plowing will begin at 5:30 AM if snowfall is heavier. Mail gazebos will be shoveled and salted daily, so please do not park around the mailboxes. If there is a snow storm (8” or more) additional equipment will be called in to make sure the snow is removed in a timely manner. On weekends, the roads will only be done if there is 2” or more of snow. Plowing will begin at the same time as weekdays. Driveways will be done on weekends only if there is 5” of snow or more. Although we make every effort to keep the snow clear at all times; you may want to keep a shovel on hand for your convenience.
APPLIANCES
At your move in inspection, if there is any piece of equipment or appliance that you are not yet familiar with, please address with management representative as to ensure proper use and familiarity. In case your appliance does not operate, first check the circuit breaker to see if it is tripped. Then check the electrical cord to ensure that it is firmly plugged into the wall outlet. If these appear to be in order, refer to the appropriate section of this book. If the problem is still not resolved, please contact the rental office.
RANGE
Please clean top burner pans with a glass or tile cleaner each time they are used. This will eliminate grease build up. When they become spotted with burned on grease or food, use a scouring pad to remove all burned on residue. Regularly clean the oven according to direction. Never use sharp instruments to clean the oven. Hood vent filters should be removed and cleaned monthly in soapy water. Any failures should be reported immediately to the office.
MICROWAVE
Do not operate with door open; this can result in harmful microwave rays. Never use aluminum or metal containers to cook in microwave as this can cause a fire inside of the microwave. Always follow the directions on prepackaged foods. Clean inside and outside of microwave with approved cleaner. Never try to fix microwave by opening the back of the oven. Call the rental office if you experience problems with your microwave.
REFRIGERATOR
The inside can be kept fresh smelling by using baking soda and water. Any failures should be reported immediately to the rental office.
DISPOSAL
The disposal must not be loaded too heavily. The safety overload in the motor will shut off the unit if it is overloaded. To reset the safety overload, wait three or four minutes for the motor to cool down, then push the red button on the motor under the cabinet under the sink. Any time the disposal is being used, the COLD water should be running as fast as possible. Even after the disposal is empty, let the water run a few minutes to clean the line. If the motor will not start, check the reset and then call the rental office for service. NEVER PUT YOUR HAND DOWN THE DISPOSAL WHEN IT IS TURNED ON.
HOW TO OPERATE YOUR FOOD WASTE DISPOSAL
Water is necessary to wash the food waste down the drain. Cold water, besides being economical is necessary because it prevents the overheating of the disposal motor.
PLEASE DO NOT DISCARD THE FOLLOWING ITEMS DOWN YOUR DISPOSAL:
metal, plastic, grease, paper, cigarettes, bones, banana peels, oyster or clam shells, tea bags with metal staple, dish rags, celery, egg shells, corn husks, potato peels, etc. If you can’t chew it, neither can your disposal. If a spoon, bottle cap or other foreign items should be lodged in the disposal, make an attempt to retrieve it, but not when the disposal is on. You will be charged if damage is caused by these objects. The disposal is self-cleaning. Please do not use caustic drain cleaners at any time. A lemon or orange rind or baking soda will keep it odor free. Keep cover on the drain when not in use to prevent foreign materials from accidentally dropping into the waste disposal unit.
DISHWASHER
Food particles left on soiled dishes will jam the dishwasher. Please make certain dishes are scraped and rinsed under running water prior to placing them in the racks. This includes cups and glasses. Do not crowd dishes, cups, glasses or silverware, so water can circulate freely over each piece. Avoid covering the center hole in the lower rack for maximum efficiency. Please use only dishwasher detergent products. Do not use soap or laundry detergents under any circumstances. You will save power and cut down on your electric bill by waiting to run your dishwasher until you have a full load. However, do not leave soiled dishes in dishwasher for a long period of time. Any failures should be reported immediately to the rental office.
ENERGY CONSERVATION
Energy conservation results in lower utility bills that benefit both you and the owner regardless of who directly pays the utilities. Energy conservation is also consistent with the nation’s goals.
WATER
HEATING AND AIR CONDITIONING
KITCHEN
LAUNDRY
MAILBOX
Please be sure to check your mailbox frequently, at least once per week. The mail carrier will stop delivery if the mailbox is too full.
MISCELLANEOUS
Please turn off lights when not needed for a period of time. A 40-watt bulb burned for 10 hours uses 4,640 BTU’s.
AMENITIES
SWIMMING POOL (If provided)
Please observe the following policies that are designed to make your pool use enjoyable and safe.
EXERCISE ROOM (If provided)
The Exercise Room hours of operation are posted on the door. Before undertaking any type of exercise program, please consult with your physician. You will be exercising at your own risk; we urge caution - do not over exert yourself. Please observe the following policies to increase your enjoyment and safety while using the exercise room.
Terms and Conditions subject to change at any time.